This procedure outlines the steps to be taken to close the USPS fiscal year for NWOCA districts.

Cost of Life Insurance over $50,000

EMIS Staff Reporting

Please note the EMIS year-end reporting process may or may not be completed, depending on your internal policy.  Please refer to the Classic USPS EMIS Staff and Course Collection Checklist to be certain all areas have been completed throughout the school year.

Due to the importance of your USPEMX.SEQ and/or USPEMX_EMISR.SEQ file(s), please do not proceed with the next step until notified by NWOCA with an email.  NWOCA will run a procedure on their end to preserve the file(s).

Month-End Closing

Quarter-End Closing

Mobile employees could cause discrepancies.

STRS Advance Processing 

Employees flagged as full-time must have at least 120 service days to be granted a full year of service credit toward retirement. Employees flagged as part-time will be given credit according to STRS rules outlined in the STRS Employer's Manual. If you are in doubt about an employee's part-time or full-time status, contact STRS and obtain a ruling.

In order for a job to advance, it must meet these three criteria:

  • On JOBSCN, the work days must equal the days worked.
  • On JOBSCN, the number of pays paid must be less than the number of pays.
  • On JOBSCN, the contract obligation can not equal the amount paid plus any amount docked (if applicable).

Information regarding STRSAD errors and warnings can be found here.

♦  Option 2 also flags eligible jobs as in advance mode until the last payment in the contract has been paid. At that time, the advance flag is turned off and the job is no longer considered in advance mode. Print and file the final copies of the STRSAD.TXT and STRSAD.RPT reports.

Due to the importance of your STRSAD reports, and STRSAD file, please do not proceed with the next step until notified by NWOCA with an email.

Fiscal Year-End Closing

Due to the importance of securing a copy of the payroll files once the fiscal copy procedure is complete, you will receive an automated email message indicating you are NOT to proceed with the next step in this procedure until notified by NWOCA.  The NWOCA Fiscal Staff will insure the copy procedure ran successfully and will respond to you via email with instructions to continue with your closing process. Please wait until this message is received from NWOCA before proceeding. 


Post Fiscal Year-End Closing

Restrictions during the advance:

  • Modifications cannot be made to certain fields on jobs in the advance mode.
  • Pay types of REG and IRR can not be processed on jobs flagged in the advance. 
  • Pay types of DCK, BCK, TRM, and POF can be processed, but keep in mind could effect STRS advance balancing.